Executive Assistant (London or Antwerp based)

👋 HEY! WE'RE CONVEO.AI http://Conveo.ai Conveo is the AI research platform enabling fast, affordable, and high-quality consumer / B2B research. Global brands like Unilever, Google, and Orange use our AI video interviewer to generate insights across marketing and product teams. Traditional research is slow, expensive, and superficial. Running it well requires expertise most teams don't have. That gap affects how well companies understand their customers and how well they can serve them. We're closing it. 😎 THE TEAM Conveo is a YC-backed company in an active growth period. We started this year as a team of ~20 and are on track to reach ~120 by year end. The people who join now have an outsized chance to shape how this company is built. [https://app.ashbyhq.com/api/images/user-content/49c7399e-a401-4987-ab34-2ca5e18d2f29/82d8d474-2034-4e8c-990c-c2e828853c75/NRP19251.jpg] ⭐️ YOUR ROLE & IMPACT As our first Executive Assistant, you’ll be a creative problem-solver and trusted partner to the leadership team. Your day-to-day focus will be partnering closely with our founders — Dieter (CEO) and Hendrik (CRO) — while supporting the broader leadership team as needed. You’ll help optimize how the company spends its time and attention — bringing clarity, calm, and momentum to a fast-moving environment. You’ll build strong, trust-based relationships across the company and with external stakeholders (candidates, customers, investors, partners, and vendors). You’ll act as an informed representative in day-to-day interactions, with great judgment and total discretion. This is a role for someone who enjoys owning the details and improving the system: creating high-quality outputs, anticipating what’s needed next, and making sure the team can stay focused on building, selling, and shipping. 🔥 YOUR MISSION MAKE LEADERSHIP TIME WORK FOR THE WHOLE COMPANY Your primary day-to-day support is for the founders — Dieter (CEO) and Hendrik (CRO). You own the calendar mechanics, inbox triage, prep, and follow-through that keep decisions crisp and execution unblocked. - Own and protect leadership calendars: protect deep work, batch shallow work, eliminate meetings that shouldn’t happen, and make sure the meetings that do happen have an agenda, a prep doc, and a clear outcome - Triage inboxes: surface what truly needs attention, draft replies when appropriate, and make sure nothing important falls through the cracks Track action items from leadership meetings and make sure they close 👋 We'll be honest: founder schedules are unpredictable, and things sometimes come together at the last minute. We're looking for someone who takes that in stride — the type who wouldn't mind a WhatsApp message on a Friday night about a cancelled flight, and is happy to help figure it out. OFFICE MANAGEMENT - Own the Antwerp / London office end-to-end: vendors, suppliers, snacks, equipment, etc. Please note, we're in a shared office space where facility management is taken care of. - Set up and equip the office, including any future moves or expansions - Be the first point of contact for visitors, candidates on-site, customers stopping by, and the team itself when something needs sorting Note: if office management isn't a part of the role you're excited about, we're open to reallocating some of this work to others on the team. What matters most is that the founders' calendars are airtight and they feel fully supported — everything else is secondary to that. MAKE TRAVEL, OFF-SITES, AND VISITS ACTUALLY WORK We run team off-sites and travel constantly between London, Antwerp, and New York. You help make all of that frictionless. - Plan and book founder and leadership travel: flights, hotels, ground transport, dinners, visa logistics - Own team offsites end-to-end: venue, agenda support, travel, food, activities, budget - Coordinate customer visits, investor visits, and recruiting on-site days BUILD THE MOMENTS THAT KEEP THE TEAM CONNECTED As we scale across offices, the small m…